A tenant complaint letter is used to express dissatisfaction for the treatment meted out by an owner towards the tenant. The dissatisfaction could be because of issues like sudden notice to vacate, steep rise in rental, negligence towards maintenance of facilities and amenities and so on.
While the complaint letter is addressed to the owner, a serious grievance beyond the purview of mutual agreement can be addressed to certain external agencies that can help the tenant address his/her problem.
Tenant Complaint Letter Writing Tips:
- Start by mentioning the duration for which you have been a tenant and specify that you have been regular in remitting bills.
- Explain your grievance in detail.
- End by requesting your owner to undertake needful remedial actions at the earliest.
Utilize our tenant complaint letter template to express your grievances to landlords with clarity and professionalism. Tailored for your specific needs.
Tenant Complaint Letter Template
From
__________ (your name)
__________ (your address)
__________
To
__________ (name of recipient)
__________ (recipient’s address)
Date __________ (date of writing letter)
Dear Mr/ Mrs/__________ (recipient’s name)
I have been a tenant in your accommodation for the past ….(mention duration) and have been paying all rental and maintenance bills on time.
As mentioned to you many times earlier … (explain your grievance).
I request you to treat this matter as urgent and do the needful .. .
Thanking You
Yours Sincerely
__________ (your name)
Tenant Complaint Letter Sample, Email and Example/Format
Sample
From,
Edward Right
66, Hill View Apartment
Newtown
To,
Robin Smith
23/768, Eden Villa
Newtown
12September2013
Dear Mr. Smith,
I have been a tenant in your accommodation for the past one year and have been paying all rental and maintenance bills on time.
As mentioned to you many times earlier, the working committee had dished out circulars stating that maintenance charges for tenants’ stands revised from $70 to $95 with effect from April 2013 while the occupants who are owners will continue to pay $70.
Since we have signed a mutual rental agreement for two years which clearly specifies that the rental charges would be $560 and maintenance charges will be $70, I request you to pay the increase in maintenance charges of $15 from April2013 and clear outstanding dues pending which the society has warned that they will levy fine on me for late payment.
Despite several verbal reminders, the difference amount has not been credited by you so far.
I request you to treat this matter as urgent and do the needful to avoid penalty charges and embarrassment in the society.
Thanking You,
Yours Sincerely
Edward
Email Format
At many times there are complaints that need to be put in writing. Complaint letters are an effective way of expressing your dissatisfaction with a product or service.
They give a clear picture of your problem. While writing a complaint letter always remember to include all the details of transaction in the letter.
Describe your problem in detail and the step that you have taken from your side to resolve it. Don’t forget to thank the reader in the end as it will give him an impression of request and appreciation.
Dear Mr. Anderson,
It is two years since we occupied your house and we are paying our rent regularly. Before renting out the house you had agreed to carry out the necessary repairs in the house and also agreed that the half yearly maintenance will also be carried by you.
As per the agreement the rent we are paying includes the allowance for the maintenance and repairs.
Instead of this since you have rented the house I am carrying out the maintenance and repair at my own cost. I have already informed you about this and now I request you to reduce the rent.
I am enclosing the bill of repair and maintenance with this letter and hoping that my request will be entertained soon.
Thank You,
Sincerely,
Pearson Brown.
Why Tenant Complaint Letter
- Addresses Issues with Landlords:
- A Tenant Complaint Letter is important for formally addressing issues with landlords, such as maintenance problems, lease violations, or poor living conditions.
- Documents Complaints:
- Sending a Tenant Complaint Letter provides a formal record of the issues faced, which can be useful for future reference or if legal action becomes necessary.
- Requests Action:
- A Tenant Complaint Letter clearly outlines the problem and requests specific actions from the landlord, facilitating a structured approach to resolving the issue.
- Maintains Professionalism:
- A Tenant Complaint Letter ensures that complaints are communicated in a professional manner, which is essential for maintaining a positive and respectful relationship with the landlord.
- Supports Legal Rights:
- By sending a Tenant Complaint Letter, tenants can assert their legal rights and ensure that their concerns are officially recognized and addressed.
Importance of Tenant Complaint Letter
- Ensures Formal Documentation:
- The Tenant Complaint Letter is important as it provides formal documentation of issues, which is crucial for tracking problems and seeking remedies if necessary.
- Facilitates Problem Resolution:
- A Tenant Complaint Letter is important for facilitating problem resolution by clearly stating the issues and requesting specific actions, which helps in addressing problems efficiently.
- Promotes Accountability:
- The Tenant Complaint Letter promotes accountability by formally notifying the landlord of the issues, ensuring that they are aware and responsible for addressing the problems.
- Provides Evidence for Disputes:
- If disputes arise, a Tenant Complaint Letter serves as evidence of the tenant’s efforts to address the issues and the landlord’s response, which can be crucial in legal or mediation processes.
- Protects Tenant Rights:
- By sending a Tenant Complaint Letter, tenants protect their rights by formally communicating grievances and seeking appropriate resolutions, ensuring that their living conditions are maintained according to the lease agreement.